CASE STUDYKPMG Australia chooses XMediusFAX® to integrate with their Microsoft Lync UC system and Telstra’s SIP Connect

THE SITUATIONKPMG International’s member firms have 162,000 professionals, including more than 9,000 partners, in 155 countries. The firm’s revenues totaled $24.8 billion for fiscal 2014. KPMG’s success hinges on being able to deliver a globally consistent set of multidisciplinary services based on deep industry knowledge. Their industry focus helps KPMG professionals develop a rich understanding of clients’ businesses and the insight,

skills, and resources required to address industry-specific issues and opportunities.

KPMG’s Australian operation employs around 8,000 staff members who send and receive thousands of mission-critical tax and audit documents every month.

Recently, KPMG Australia has decided to replace its analog phone lines and systems (Nortel CSIKs) with a Microsoft Lync IP PBX and Telstra’s SIP Connect trunk service, rendering their Canon MFPs unable to send and receive

faxes. Business could not have continued. With help from their top fax partner, Telstra deployed an XMediusFAX® server, avoiding any interruption in fax service.

KPMG AUSTRALIA WAS LOOKING FOR A FAX SOLUTION THAT WOULD:� Allow faxing via their new Telstra SIP Connect trunk service

• Integrate seamlessly with its new Microsoft Lync phone system and Canon multifunction printers (MFPs)

• Allow employees to send and receive faxes directly from their laptops, using their Microsoft Office applications, from onsite and remote offices

• Reduce the amount of paper used by transmitting faxes digitally

• Securely transmit sensitive tax and audit documents to clients and government agencies

• Reduce the cost associated with faxing by eliminating analog phone lines, fax machines, supplies, and maintenance costs

XMediusFAX® FOR THE MANAGEMENT CONSULTING SERVICES MARKET

THE CHALLENGEKPMG lives in an information intensive industry. Sensitive information is shared among onsite and offsite workforces as well as with different external stakeholders. KPMG also works closely with government agencies and is therefore confronted with the need for secure document exchange and restricted access to faxes.

XMediusFAX® FOR THE MANAGEMENT CONSULTING SERVICES MARKET

THE SOLUTIONKPMG’s integrator (Generation-e) proposed several solutions. After researching each, KPMG concluded that Sagemcom’s XMediusFAX® SP edition looked to be their best fit due to its feature-richness, simple administration, and compelling ROI. After extensive testing, Generation-e assisted KPMG in implementing the XMediusFAX® SP edition. Fax traffic continued to flow without any loss of business continuity.

KPMG’s IT department, Generation-e and Sagemcom’s Professional Services team collaborated to ensure a timely and successful implementation. Together, they effectively:

• Provisioned the Windows 2012 server (virtual) by KPMG Australia

• Provisioned each gateway (SIP Trunk and call routing) by Generation-e

• Configured the Exchange routing by KPMG Australia

• Installed and configured the XMediusFAX® SP application by Sagemcom (via three WebEx sessions)

• Tested and validated the installation

According to Thomas Ludot, KPMG Australia’s Senior Unified Communications Engineer, “The administration and installation of XMediusFAX® was not complicated. The interface is pretty easy, user-friendly and straightforward. KMPG Australia was really satisfied with Sagemcom’s Professional Services team as its staff addressed all integration challenges in a timely and effective manner.”

XMediusFAX

ISSUESPrior to implementing the XMediusFAX® FoIP solution, KPMG Australia was using standalone fax machines with analog lines, which led to major critical issues:

Lack of security

KPMG employees needed to retrieve their faxes on printers sitting in open areas. This was posing privacy and security threats as any employee could access confidential information. Security and integrity of legal contracts, regulations for the protection of intellectual property, personal data, financial transactions and many other legal documents must be maintained. Plus, there was no real audit trail on faxes.

High costs

Standalone fax machines connected with analog phone lines represented not only a large capital equipment investment, but also a steady outlay of service and supply expenses.

Unsmooth deployment and maintenance

Fax machines and analog lines needed to be administrated and troubleshot locally. Every time a problem occurred, a technical expert (with voice and patching knowledge) was paid to travel onsite for troubleshooting. New fax machines and analog lines were also costly to install and time consuming.

EXPECTATIONS

KPMG Australia was looking for a fax-over-IP solution that would integrate seamlessly with its new infrastructure which included:

• Microsoft Lync, Sonus gateways

• Telstra SIP Connect trunk service

• Canon multifunction printers via Uniflow

• Microsoft Exchange

The organisation was also searching for a paper-free solution capable of transmitting documents in a wide variety of formats such as PDF, Docs, JPEG, Excel files and scanned paper wise documents. KPMG also needed to support its Green Governance initiatives.

Moreover, KPMG’s workforce is increasingly mobile and needs access to data outside normal working hours. As such, it was mandatory that the system provided secure faxing from anywhere and from any device.

THE RESULTSKPMG Australia is enjoying the benefits of XMediusFAX® at every level of the organisation:

Best faxing experience, strongest document protection and traceability

KPMG’s end-users are particularly enthusiastic as that they can send and receive faxes from their laptop and also easily archive them on hard drives instead of rooms full of filing cabinets. Since most of KPMG’s employees use Outlook to send faxes, the solution is both simple and completely transparent. However, unlike emails, the new fax system provides higher levels of security, including more safe exchange and more secure storage of these sensitive, mission-critical documents. And most crucially, KPMG employees and managers can track all fax activity throughout the organisation within a single system. Plus, the XMediusFAX® audit trails identify not only who did what with each fax, but enable the retrieval of faxed documents by authorised personnel.

Pain-free integration and deployment with compelling cost savings

XMediusFAX® eliminates costly analog phone lines, fax machines, maintenance and supplies, saving KPMG thousands of dollars each year. As an example, KPMG Australia no longer needs to pay for an onsite technician to wire new fax lines, which usual costs approximately $200 an hour. “Deployment of additional fax machines and analog lines was very painful to deal with. Now that we have had XMediusFAX® up and running for more than a year, I see great benefits such as cost savings and the ability to leverage our UC infrastructure” stated Thomas Ludot, Senior Unified Communications Engineer at KMPG.

In the end, KPMG Australia traded standalone fax machines and analog phone lines for a state-of-the-art fax server solution and SIP Connect trunk service. The final solution delivers improved efficiency and security, while dramatically reducing the costs associated with faxing. In fact, KPMG

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XMediusFAX® FOR THE MANAGEMENT CONSULTING SERVICES MARKET

TESTIMONIAL

“Deployment of additional fax

machines and analog lines was

very painful to deal with. Now that

we have had XMediusFAX® up and

running for more than a year, I see

great benefits such as cost savings

and the ability to leverage our UC

infrastructure.”

– Thomas Ludot, Senior Unified Communications

EngineerKPMG

www.kpmg.com

Australia is so pleased with the final result that during the next KPMG ITS Global meeting, Thomas Ludot will be recommending that XMediusFAX® becomes a standard part of any Microsoft Lync deployment within all KPMG business units worldwide.